1
Objective
Establish the methodology for managing documented information…
Establish the methodology for managing documented information within CDA's Integrated Management System (IMS), covering its entire lifecycle: creation, drafting, review, approval, distribution, control, storage, custody, retrieval, and final disposition of both active and obsolete documents and records — ensuring that information is always available, reliable, and ISO 9001:2015 compliant.
What it governs
Every document and record in CDA's IMS — from creation to retirement.
Full lifecycle
Creation → Review → Approval → Publication → Control → Retirement.
Compliance
Aligned with ISO 9001:2015 Clause 7.5 and AS ISO 15489.1:2017.
2
Scope
All IMS documents — internal and external — full lifecycle coverage
✔ In Scope
- All IMS documents: Process Manuals, Procedures, SOPs, Guides, Characterizations, Templates & Records
- Internal and external documents required for IMS operation
- Full lifecycle: creation, modification, approval, publication, version control & retirement
✘ Out of Scope
- Legal documents: laws, decrees & regulatory instruments — controlled through a separate procedure
- Legal notices, circulars & internal memoranda — governed by the Document Management Process
3
Responsible Parties
CI Lead · Process Owners · All Collaborators · General Manager
| Role | Key Responsibilities | Authority |
|---|---|---|
| CI Lead | Owns this procedure. Maintains the Master List (TE CI MS 08). Reviews and approves documents before publication. Manages version control and obsolete documents. | Full authority over document management |
| Process Owners & Leaders | Identify documentation needs. Draft documents using approved templates from Notion. Submit to CI for review. Ensure team uses current versions only. | Standard — CI approval required to publish |
| All Collaborators | Access documents exclusively through Notion (controlled copies). Report any document issues or outdated information to their Process Leader. | Read access — no modification authority |
| General Manager | Final approval authority for high-impact or cross-functional documents as required by the document hierarchy. | Approval of high-level documents |
4
Key Definitions
Approval · Controlled Copy · Document · Master List · Obsolete · Record…
Approval
Official statement of a document's validity, granted by an authority higher than the creator. Recorded in CDA's document management system.
Controlled Copy
Any document accessed directly from CDA's Notion account. The only valid working reference. Printed copies are uncontrolled.
Document
Information and its supporting medium (Procedures, Manuals, Work Instructions). May be updated or declared obsolete per this procedure.
Master List
Official register of all IMS documents, both current and obsolete. Maintained by the CI area. Reference: TE CI MS 08.
Obsolete Document
A document no longer in use, replaced by a subsequent version. Stored in the Obsolete Documents folder. Its code may never be reassigned.
Process Manual
Highest-level process document. Defines a process end-to-end: purpose, scope, roles, flow, KPIs, risks, and associated documents.
Procedure
A specified way to carry out an activity or process consistently. The operational guide translating process characterization into governed activities.
Record
A document presenting results or evidence of activities performed (e.g. logs, minutes, surveys). Cannot be modified — serves as evidence.
Retention
The defined period records must be kept, in both active and obsolete archives, per legal, contractual, or business requirements.
Uncontrolled Copy
Any printed or downloaded version of a document. Not maintained and therefore not a valid working reference.
5
Document Management Platforms
Google Drive · Notion · Request Center workflow
Google Drive
The official storage repository. All final, approved versions of documents are stored here in their designated folder structure. Google Drive is the single source of truth for all documented information.
Source of Truth
Notion
The access portal for all employees. Each Notion page links directly to its file in Google Drive. Employees navigate and manage documents through Notion — never by browsing Drive directly.
Employee Access Portal
📥 Notion Request Center
All document lifecycle actions — submission, review, approval, publication, and notifications — are processed here. It is the single channel for all document management requests.
📤
Submit
Process owner submits draft with doc type, process & description
🔍
Review
CI Lead reviews for compliance with CDA standards
✅
Approve / Reject
Approved → publish. Rejected → return with documented observations
📢
Publish & Notify
Published in Notion, stored in Drive, all stakeholders notified
⚠️ Always access documents through Notion. Printed copies are uncontrolled and must not be used as working references. All document requests, approvals, and updates must go through the Notion Request Center.
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Documentation Hierarchy
Process Manual → Procedures → Work Instructions → Records
Every level governs the one below it. No lower-level document may contradict a higher-level one.
Process Manual
Purpose · Scope · Roles · Flow · KPIs
Procedures
Governed, auditable activities
Work Instructions
SOPs · Guides · Instructives · Templates
Records & Documents
Evidence of execution — forms, logs, reports, minutes
📌 Each Process Manual references the Procedures that operationalise it. Each Procedure may reference SOPs, Guides, or Templates. Records are the output evidence that shows the system is being used.
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Document Types & Coding System
PM · PR · SOP · CA · IN · GU · TE · MA · PL · PG — and how codes are built
PM
Process Manual
End-to-end process: scope, roles, flow, KPIs
PR
Procedure
Governed, auditable activity guide
SOP
Standard Operating Procedure
Who, what, when and how — with indicators
CA
Characterization
PDCA, inputs, outputs, responsibilities
IN
Instructive
Tutorial-level with screenshots & checklists
GU
Guide
Good practices — flexible, allows interpretation
TE
Template
Standardised format, approved by Process Owner
MA
Manual
General policies & system-wide guidance
PL
Plans
Planning instrument for programs/projects
PG
Programs
Structured activities toward a specific objective
📌 Document Coding System
Every document gets a unique code built from four parts. All codes are always uppercase.
Doc Type
PR
+
Macroprocess
CI
+
Process
MS
+
Consecutive
01
=
Full Code
PR CI MS 01
Numbering starts at 01 per process. A retired document's code is never reused.
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Document Lifecycle — Description of Activities
A: Identify → B: Template → C: Draft → D: Support → E: Submit → F: Approve → G: Notify → H: Publish
This lifecycle applies equally to creating new documents, modifying existing ones, and retiring obsolete ones.
A
Identify the Need
Triggered by a process change, new activity requiring documentation, or a scheduled review cycle.
👤 All process owners / collaborators
B
Select the Template
Open Notion Document Management space and select the template for the required document type.
👤 Process Owner or Leader
C
Draft the Document
Download template from Notion and draft following CDA's structure, coding, and writing standards.
👤 Process Owner or Leader
D
Request CI Support
If issues arise with structure, coding, or classification — consult the CI area before proceeding.
👤 Process Owner or Leader
E
Submit via Notion Request Center
Submit draft through the Request Center with document type, applicable process, and description.
👤 Process Owner or Leader
F
Approval Decision
CI Lead reviews compliance. Approved → proceed to publication. Rejected → returned with observations.
👤 Continuous Improvement Lead
G
Notify Process Owner
Status updated in Request Center. Owner notified with Notion link, effective date, and training needs.
👤 Continuous Improvement Lead
H
Publish & Update Master List
File uploaded to Google Drive, linked in Notion, Master List (TE CI MS 08) updated, stakeholders notified.
👤 Continuous Improvement Lead
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Record Control & Key Rules
Controlled vs uncontrolled copies · Obsolete documents · Master List · Retention
Paper Records
Black or blue ink only. No erasures. Blank spaces must be closed with a line — record closure.
Digital Records
Stored only in Notion / Google Drive with role-based access. No unauthorised alteration or deletion.
Controlled vs Uncontrolled
Controlled = accessed from Notion (always current). Printed = uncontrolled, never use as working reference.
Retention Policy
Each record has a defined retention period per legal, contractual, or business requirements. CI sets the policy.
Obsolete Documents
Moved to the Obsolete Documents folder in Google Drive. Code never reassigned. Master List updated.
Master List (TE CI MS 08)
Official register of all IMS documents — current and obsolete. Maintained exclusively by the CI area.
💡 Where to find documents: Always through Notion. For requests, approvals, and updates: Notion Request Center. Storage: Google Drive.